Bulk Emailing of Invoices

What is it and what is it for?

The list shows, mixed together in a single table, all your credit invoices, promotion invoices and cash invoices. By default it only shows the ones that haven't been emailed yet, so you can quickly spot what's still missing for each customer. You check the box next to the invoices you want to resend, optionally type an extra message, and press Send: the system emails each checked invoice, using the same template and sending rules you'd get by sending that invoice individually from its own screen.

It's the right tool when you need to resend several overdue invoices, notify multiple customers at month-end close, or simply confirm which invoices in a date range still haven't been sent to anyone.

Screens in this area

How to email invoices step by step

1. Apply the filters you need (date, customer, subsidiary, location, customer class, project, sales territory, sales rep or currency) and press Refresh to reload the list without reloading the page.
2. Decide whether to also see the already-sent ones. By default the list only shows invoices that haven't been emailed yet; check Show Mailed Documents to include them too, for example to resend an invoice that already went out before.
3. If your company uses electronic invoicing, decide whether to also include invoices that are still pending electronic signature, with the Include Pending to Sign checkbox. By default only the ones already signed (manually or electronically) are shown.
4. Check the box next to each invoice you want to send, or use the checkbox in the table header to check every invoice on the current page at once.
5. Type an extra message (optional). Whatever you type in the message box is added to the body of every email in this batch, in addition to each document's own information.
6. Press Send and confirm. The system emails each checked invoice and shows, in the last column of each row, whether that send succeeded or failed, without reloading the page. Once the whole batch finishes, you'll see a summary with how many emails were sent and how many failed, if any.

Key fields

Validations when sending

• The document must exist and not be voided. The system rejects sending a voided invoice.
• If the invoice uses electronic invoicing, it must be signed (manually or electronically) before it can be sent; otherwise, sending that document fails and the error is shown in its row, without affecting the other checked invoices.
• The customer must exist and have at least one email address, either on their record or on one of their contacts marked to receive invoices by email.
• In the Dominican Republic, with fiscal documents, certain fiscal document types (Tax Credit, Special Regimes, Government) require the customer or the invoice to have a registered tax ID before they can be sent.

What happens after sending

• Each email is sent independently. If one of the checked invoices fails (for example, because it's not signed), the others still go out; the error only shows on the affected document's row.
• The invoice is marked as mailed once the email goes out successfully, so it stops showing up in the default list (unless you check "Show Mailed Documents").
• The send is logged as an activity tied to the document, visible from its history, the same as if you'd sent it from the invoice's own screen.

Availability and permissions

• Access is controlled with the "Credit Invoices" permission of the user group (browse level).
• The "Include Pending to Sign" checkbox only appears if your company has electronic invoicing active.
• The subsidiary filter only appears if your plan has subsidiaries enabled, and the fiscal receipt (NCF) column only shows in countries that use fiscal documents.

Tips and common mistakes